Find Public Records in Monroe County

Monroe County public records are managed by the County Clerk in Rochester and by several New York State agencies. As the most populated county in western New York, Monroe County has a high volume of court filings, land recordings, and vital records. The Clerk's office handles Supreme and County Court records, records deeds and mortgages, and provides copies at fees set by state law. The state eCourts system covers Monroe County civil and criminal cases online at no charge.

Monroe County Clerk Office

The Monroe County Clerk serves as clerk of the Supreme and County Courts and maintains land records for the entire county. The office provides both in-person and remote access to records. You can visit the office in downtown Rochester, call to request information, send a fax, or mail a written request. The Clerk accepts cash, checks, Visa, and MasterCard for payment.

Land recordings at the Monroe County Clerk include deeds, mortgages, satisfactions, assignments, liens, and UCC filings. The base fee to record a mortgage is $45, which covers the recording page. Additional pages cost $5 each. So a one-page mortgage costs $50 to record, plus any applicable mortgage tax. For deeds, a one-page filing costs $50, with each extra page at $5. The TP-584 form costs $5 to file. The Equalization Form fee is $125 or $250 depending on property classification. Transfer tax runs $4 per thousand dollars of the sale price.

When ordering copies, provide the index number, type of record, filing date, and names of the parties or business name. The office can do record searches for a fee of $5 for every two years searched. This search fee is on top of the copy fees. For phone requests, call (585) 753-1600 during business hours. Fax requests go to (585) 753-1650 with your phone number included so staff can call back with the total. Payment can be made by phone with a credit card.

How to Search Monroe County Public Records

The WebCivil Supreme portal covers civil Supreme Court cases from Monroe County. This free tool lets you search by party name, index number, or attorney. Case details, docket entries, and filing history are all available. The data updates multiple times per day for most counties, including Monroe.

For criminal records, the Criminal History Record Search handles statewide lookups for $95 per search. Supply the exact legal name and date of birth. Results cover all court levels in all 62 counties. Open cases and convictions are included. Sealed records under CPL 160.50 are not. Results arrive by email after a manual review.

The Monroe County Clerk offers online access to land and court records through the On-line Office of the Monroe County Clerk. This tool lets you search from home for recorded instruments and court filings. You can also visit the office at 39 W. Main Street, Room 105 in Rochester to do research in person. Mail-in requests are accepted with a written description of what you need and a check payable to the Monroe County Clerk. Faxed requests are another option at (585) 753-1650.

For vital records, the New York State Department of Health handles birth, death, and marriage certificates for events outside New York City. The City of Rochester Clerk can issue vital records for events that took place within city limits. State certified copies cost $30 each, with standard processing of 8 to 10 weeks.

Types of Public Records in Monroe County

Monroe County holds a wide range of public records given its size and population. Court records cover Supreme Court civil cases, County Court criminal matters, and other proceedings. Family Court and Surrogate's Court maintain separate records, with some data available through the state system. Land records at the Clerk's office include deeds, mortgages, liens, judgments, satisfactions, and other instruments.

Voter registration records are kept by the Monroe County Board of Elections and the State Board of Elections. Business entity records from the state Department of State cover corporations, LLCs, and partnerships. Property tax and assessment data comes from the Monroe County Real Property Tax Services office. Government agency records are available through FOIL requests, covering everything from police reports to budget documents to meeting minutes.

FOIL Requests in Monroe County

The Freedom of Information Law covers all government agencies in Monroe County. Under Public Officers Law Section 87, most records are open to the public. Write to the Records Access Officer at the agency that has the records you want. Be as specific as you can. The agency must respond within five business days.

The Department of State FOIL page explains the full process and has sample letters. Copy fees top out at 50 cents per page. You can inspect records in person instead of getting copies. Denied requests can be appealed within 30 days. The Committee on Open Government fields questions at (518) 474-2518 and issues advisory opinions that help resolve disputes.

Monroe County has many agencies and offices that hold public records. The county government, City of Rochester, town offices, school districts, and other local bodies all fall under FOIL. If you are not sure which agency has the records, the Committee on Open Government can help point you in the right direction.

Legal Resources for Monroe County

Monroe County has several legal aid organizations. Legal Assistance of Western New York provides free civil legal help to qualifying residents. The Volunteer Legal Services Project of Monroe County matches clients with pro bono attorneys. The Monroe County Bar Association runs a lawyer referral service for people who need to hire an attorney.

The Hall of Justice in Rochester has self-help resources for people who need to file court papers without a lawyer. The New York Courts website also has downloadable forms and instructions. For questions about public records, the Committee on Open Government is available at (518) 474-2518.

Cities in Monroe County

Monroe County includes Rochester and several large towns. These cities and towns have their own clerks who handle local records and FOIL requests.

Nearby Counties

Monroe County is in western New York on the shore of Lake Ontario. These counties share its borders.